RFP 2027-031 Wood Pellets: University of Maine at Fort Kent

Administered by University of Maine System
Office of Strategic Procurement
Request for Proposal (RFP)
Wood Pellets - University of Maine at Fort Kent
RFP #2027-031
Issued Date: October 13, 2026
Response Deadline Date/Time: October 26, 2026, 4:00 PM EST
Response Submission Information:
Submitted electronically to: sbilodeau@competitive-energy.com
Response Contact Information:
Sarah Bilodeau, Competitive Energy Services
Email: sbilodeau@competitive-energy.com Phone: (207) 772-6190

Request for Proposal - Wood Pellets - UMFK Dated: October 9, 2026
Contents
Response Submission Information: ........................................................................................................... 1
Response Contact Information: ................................................................................................................. 1
1.0 INTRODUCTION ........................................................................................................................... 3
1.1 Definitions, Background, Purpose and Specifications................................................. 3
1.2 General Information ............................................................................................................... 8
1.3 General Submission Provisions ....................................................................................... 12
2.0 EVALUATION AND AWARD PROCESS ............................................................................... 14
2.1 Evaluation Criteria ................................................................................................................ 14
2.2 Award ....................................................................................................................................... 14
2.3 Tie Bids.................................................................................................................................... 15
2.4 Negotiations ........................................................................................................................... 15
2.5 Award Protest ........................................................................................................................ 15
3.0 RESPONSE FORMAT REQUIREMENTS .............................................................................. 15
3.1 General Format Instructions .............................................................................................. 15
3.2 Response Format Instructions ......................................................................................... 16
Appendix A - University of Maine System Response Cover Page ................................... 18
Appendix B - Debarment, Performance and Non-Collusion Certification ...................... 19
Appendix C - Required Cost Evaluation Exhibits ................................................................. 20
Appendix D - Master Agreement ............................................................................................... 22
Appendix E - Organization Reference Form .......................................................................... 23
Appendix F - Evaluation Question(s) - Organization, Qualifications and Experience 24
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1.0 INTRODUCTION
1.1 Definitions, Background, Purpose and Specifications
1.1.1 Definitions
The University of Maine System will hereinafter be referred to as the "University."
Respondents to the document shall be referred to as "Respondent(s)" or
"Respondent".
The Respondent to whom the Agreement is awarded shall be referred to as the
"Contractor."
The University of Maine System and other components of the University shall be
referred to as "Multi-Institution".
1.1.2 Background
Overview
Established in 1968, the University of Maine System (UMS) unites six distinctive
public universities, comprising 10 campuses and numerous centers, in the
common purpose of providing quality higher education while delivering on its
traditional tripartite mission of teaching, research, and public service.
A comprehensive public institution of higher education, UMS serves more than
30,000 students annually and is supported by the efforts of more than 2,000 full-
time and part-time faculty, more than 3,000 regular full-time and part-time staff,
and a complement of part-time temporary (adjunct) faculty.
Reaching more than 500,000 people annually through educational and cultural
offerings, the University of Maine System also benefits from more than two-thirds
of its alumni population residing within the state; more than 123,000 individuals.
The System consists of six universities: The University of Maine (UMaine),
including its regional campus the University of Maine at Machias (UMM); the
University of Maine at Augusta (UMA); the University of Maine at Farmington
(UMF); the University of Maine at Fort Kent (UMFK), the University of Maine at
Presque Isle (UMPI); and the University of Southern Maine (USM). The System
also includes the University of Maine School of Law and the University of Maine
Graduate and Professional Center.
Campus thumbnails
University of Maine at Fort Kent
Founded in 1878, the University of Maine at Fort Kent is a unique learning
institution perfect for people seeking a rural scholastic atmosphere of modern
academic standards combined with an eclectic mix of rugged outdoor vistas and
access to cosmopolitan epicenters across two countries. The learning
opportunities at UMFK have become a model of a "destination university" that
other New England campuses attempt to emulate. Strong academic programs
include associate and bachelor's degrees in disciplines such as nursing, business,
biology, forestry and cybersecurity among others. The student body at UMFK
numbering 1,500, has a higher percentage of international students than any other
university in New England, allowing immersion in a cultural opportunity that is
unique in the world. UMFK enjoys national recognition for quality and value as well
as championships in men's and women's soccer.
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1.1.3 Purpose
Competitive Energy Services ("CES"), the Bid Administrator, on behalf of the
University of Maine Fort Kent is seeking responses to provide Wood Pellet Fuel as
defined in this document. This document provides instructions for submitting
responses, the procedure and criteria by which the Respondent(s) will be selected,
and the contractual terms which will govern the relationship between the University
and the awarded Respondent(s).
Respondents should review 1.1.4 Specifications / Scope of Work of this document
to see the full Scope of Services/Products required.
1.1.4 Specifications / Scope of Work
On behalf of the University of Maine System, Competitive Energy Services is
accepting proposals for wood pellet fuel service to the University of Maine Fort
Kent (UMFK).
Address: UMFK, 23 University Drive, Fort Kent, ME 04743
Contract duration: Initial term for 2 years starting on or about November 1, 2026,
with 3 additional 1 year renewal options for a potential 5 years duration.
Quantity: Estimated consumption per year is 1400 tons.
UMFK provides heat to MSAD #27 from the Armory location. The estimated annual
consumption includes heat service for both UMFK and MSAD #27. In any given
year, it is possible that MSAD #27 may choose to refuse heat service from UMFK.
Estimated consumption for UMFK without MSAD #27 is approximately 800 tons.
Actual consumption for 2025-26 was 1004 tons. Please see Wood Pellet Proposal
Form in Appendix C for requested cost responses.
Delivery Requirements:
1. Deliveries will be made to the silos at the Armory Building, 34 Armory
Road, Fort Kent and to the silos at the Sports Center, 43 Pleasant Street, Fort
Kent.
2. All deliveries must comply with Department of Transportation regulations,
Title 49 of the Code of Federal Regulations.
3. The University will monitor pellet storage levels and will provide daily
reports to the Contractor. The University will request delivery from the Contractor,
and such delivery will be made to the silo(s) no later than 24 hours after the
request.
4. The driver must notify a designated employee that they are on site in order
to gain access for delivery. The employee responsible for receiving wood pellets
at each location will sign for deliveries. All deliveries must include a delivery
ticket/receipt left with a designated University representative to be determined
upon contract execution. The delivery ticket must include building name or building
number for each delivery address and pellet source.
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5. Deliveries to each University location will be made between the hours of
7:00 am and 3:00 pm, 7 days per week, unless otherwise approved by the
designated employee of that delivery location. If deliveries are made before or after
these hours without the employee's approval, and if it is necessary to accept
delivery, the expense for the employee call-back time will be deducted from the
invoice. The minimum call-back time is 3 hours.
Deliveries to the Armory Building may be made by tractor trailer. Deliveries to the
Sports Complex must be made by a straight truck or a truck of equal size upon
University approval.
6. Failure to Deliver: Contractor agrees to pay the difference in alternative
fuel cost for the exact quantity of alternative fuel the University was required to
burn, based on BTU value analysis and actual cost comparison, as a result of
Contractor's failure to deliver except in the event of Force Majeure.
Delivery Method and Specifications Pneumatic Fill:
1. All four (4) silos are piped for pneumatic fill.
2. The delivery truck operator must have experience with pneumatic delivery
systems in order to avoid damage to the wood pellets.
Notes
* Driver must immediately report any spillage to University personnel.
* Driver must immediately report any damage to site or buildings.
* Delivery site must be left in a clean and orderly condition.
* Photos of the silo fill connections:
Armory Building
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Sports Center
Drivers are not permitted to drive directly to the fill station at the Sports
Complex due to an underground storage tank. Drivers must use a hose from the
closest driveway delivery location (not shown).
Required Wood Pellet Technical Specifications *
Pellet Length 4-40mm 0.16" to 1.25"
Pellet Diameter 6-12mm 0.24" to 0.47" Higher Heating Value 17.4-19.5MJ/Kg
7,462 to 8,500 Btu/lb. Density 609-737 kg/m3 38 to 46 Lbs. /ft3
Moisture 3% to 8%
Ash content 0.5% to 1%
Fines 1% Max
Durability Index >95
* See PFI Standard Specification for definitions and testing techniques
(www.pelletheat.org )
Testing and Other Requirements
1. Fuel is to contain no foreign matter, i.e. sand, metal etc.
2. Consistency of fuel supplied to the burner is critical to proper burner
operation. Rapid changes in Heating Value, Density and/or Moisture, even within
the acceptable ranges described above, can cause variation in combustion that
are too rapid for the O2 controller to react to automatically and may require manual
intervention.
3. In order to avoid the need for operator adjustments, fuel is to be uniform
within each load with uniformity being defined as maximum variation between
samples taken within the same load of not more than High Heat Value +/- 80
Btu/lb., Density +/- 1 lb. per cubic foot and moisture +/-0.4%.
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4. Variation between representative or average tests of consecutive loads
shall not exceed High Heat Value +/- 170 Btu/lb., Density +/- 1.9 lb. /ft3 or moisture
+/- 0.7%.
5. Average fuel heating values shall be not less than 8,000 btu/lb. averaged
over each calendar quarter of the contract. Average moisture content shall be not
greater than 6% averaged over each calendar quarter of the contract.
6. The quantity and quality of the product provided by Contractor under the
Contract shall be for all purposes conclusively deemed to be the quantity and
quality set forth in Contractor's document of delivery unless within ten (10) days
after the date of delivery, either Party provides written notice to the other Party of
any claimed shortage in quantity or claimed deviation in quality. Time is of the
essence in complying with this provision. Wood fuel shall not be outside of the
acceptable performance specifications outlined in this section above and a quality
certificate will accompany all deliveries. Deliveries without a quality certificate or
not meeting the technical specifications above will be refused by the University.
7. Contractor agrees to undertake a quarterly third-party analysis of the
composition of pellets produced for the University. Contractor will provide the third-
party test results to the University as soon as they are available.
8. Upon request by the University, Contractor will provide one gallon of
pellets to the University for internal testing. Samples will be marked with
Contractor's name, moisture content, bulk density, and date.
9. In the event of any shortage or defect, Contractor shall cure the shortage
and/or replace the defective product at no additional cost to the University.
Replacement of any defective wood pellets shall include payment by Contractor of
the cost to transport the replacement wood pellets from the Mill Facility to the
University. Contractor shall be obligated to pay for replacement and transportation
of wood pellets that were contaminated during transport from the Mill Facility to the
University. Should Contractor not be able to deliver fuel which meets the minimum
technical specifications outlined above for a period which exceeds ten
(10) days, Contractor shall be found in default of this agreement. Notwithstanding
anything in this section to the contrary, Contractor's liability to replace product that
is shown to be defective by testing or analysis shall not be limited in time.
10. Sustainable Forestry Certification for ALL pellet sources must be
submitted along with Contractor response and provided to the University when
requested throughout the life of the contract. Acceptable Certification: American
Tree Farm Systems (ATFS), Forest Stewardship Counsel (FSC), Sustainable
Forestry Initiative (SFI), or Master Logger Certification.
11. Contractor will identify a secondary and or backup source in case of
emergency along with Contractor response.
12. If subcontractors will be used for either source or transportation in the
respondents PRIMARY pellet source OR PRIMARY delivery Contractor is required
to name them in their response. The University may request a memorandum of
understanding or contract for the University's review prior to contract execution.
Contractor will only use subcontractors that have been approved by the University,
in writing, prior to the Start of the Contract. All subcontractors are subject to all of
the same terms and conditions as provided under the RFB and the Contract as the
Contractor.
Additional Contractor Requirements:
Contractor and any / all subcontractors will need to provide the University 24 hour
/ 7 days per week contact information to provide direct contact that a person will
be able to respond immediately when issues arise.
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1.2 General Information
1.2.1 Contract Administration and Conditions
1.2.1.1 The winning Respondent will be required to execute a contract in the
form of a University of Maine System Master Agreement, which is
attached to this response as Appendix D. The Master Agreement
initial term and renewal periods are reflected in Section 2 of Appendix
D, Master Agreement, and are subject to continued availability of
funding and satisfactory performance.
The Master Agreement entered into by the parties shall consist of the
University of Maine System Master Agreement (attached to this
document), the RFP, the selected Respondent's submission, including
all appendices or attachments and clarifications, the specifications
including all modifications thereof, and a Purchase Order or Letter of
Agreement requiring signatures of the University and the Contractor,
all of which shall be referred to collectively as the Agreement
Documents.
In the event of a conflict of terms the following precedence will apply:
1. University of Maine System Master Agreement
2. Agreement Riders as required
3. Contract Amendments (as required)
4. The University's RFP
5. Respondent's Submission
6. Purchase Order or Letter of Agreement
1.2.1.2 Modification of Agreement terms and conditions is permitted except
that the University, due to its public nature, will not:
a. Provide any defense, hold harmless or indemnity;
b. Waive any statutory or constitutional immunity;
c. Apply the law of a state other than Maine;
d. Procure types or amounts of insurance beyond those UMS
already maintains or waive any rights of subrogation.
e. Add any entity as an additional insured to UMS policies of
insurance;
f. Pay attorneys' fees, costs, expenses or liquidated damages;
g. Promise confidentiality in a manner contrary to Maine's
Freedom of Access Act;
h. Permit an entity to change unilaterally any term or condition
once the contract is signed;
i. Accept any references to terms and conditions, privacy
policies or any other websites, documents or conditions
referenced outside of the contract; or
j. Agree to automatic renewals for term(s) greater than month-
to-month.
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1.2.1.3 By submitting a response to a Request for Proposal, bid or other offer
to do business with the University your entity understands and agrees
that:
a. The above Agreement provisions (Section 1.2.1.2) will not be
modified and are thereby incorporated into any agreement
entered into between University and your entity; that such
terms and condition shall control in the event of any conflict
with such agreement; and that your entity will not propose or
demand any contrary terms;
b. The above Agreement provisions (Section 1.2.1.2) will
govern the interpretation of such agreement notwithstanding
the expression of any other term and/or condition to the
contrary;
c. Your entity agrees that the resulting Agreement will be the
entire agreement between the University (including
University's employees and other End Users) and
Respondent and in the event that the Respondent requires
terms of use agreements or other agreements, policies or
understanding, whether on an order form, invoice, website,
electronic, click-through, verbal or in writing, with University's
employees or other End Users, such agreements shall be null,
void and without effect, and the terms of the Agreement shall
apply.
d. Your entity will identify at the time of submission which, if any,
portion or your submitted materials are entitled to ''trade
secret" exemption from disclosure under Maine's Freedom of
Access Act; that failure to so identify will authorize UMS to
conclude that no portions are so exempt; and that your entity
will defend, indemnify and hold harmless UMS in any and all
legal actions that seek to compel UMS to disclose under
Maine's Freedom of Access Act some or all of your submitted
materials and/or contract, if any, executed between UMS and
your entity.
1.2.2 Communication with the University
It is the responsibility of the Respondent to inquire about any requirement of this
document that is not understood. Responses to inquiries, if they change or clarify
the document in a substantial manner, will be forwarded by addenda to all parties
that have received a copy of the document. Addenda will also be posted on our
web site, www.maine.edu/strategic/upcoming_bids.php
It is the responsibility of all Respondents to check the web site before submitting a
response to ensure that they have all pertinent documents. The University will not
be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made using the Response Contact Information provided on
the cover sheet of this document. Refer to table in Section 1.3.1 Timeline of Key
Events for deadline requirements.
1.2.3 Confidentiality
The University must adhere to the provisions of the Maine Freedom of Access Act
(FOAA), 1 MRSA 401 et seq. As a condition of submitting a response under this
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section, a respondent must accept that, to the extent required by the Maine FOAA,
responses to this solicitation, and any ensuing contractual documents, are
considered public records and therefore are subject to freedom of access requests.
The information contained in responses submitted for the University's
consideration will be held in confidence until all evaluations are concluded and a
Respondent selected (the successful Respondent). At that time the University will
issue award notice letters to all participating Respondents and all Respondents'
responses may be made available to participating Respondents upon request.
Such request must be made by submitting a written request to the individual noted
in the Response Contact Information shown on the cover sheet of this document,
with a copy of the request provided to the other Respondents. Such requests are
public records.
After the protest period has passed and the Agreement is fully executed,
responses will be available for public inspection upon request.
Pricing and other information that is an integral part of the offer cannot be
considered confidential after an award has been made. The University will honor
requests for confidentiality for information that meets the definition of "trade secret"
under Maine law. Clearly mark any portion of your submitted materials which are
entitled to "trade secret" exemption from disclosure under Maine's Freedom of
Access Act. Failure to so identify as trade secret will authorize the University to
conclude that no portions are so exempt; and that your entity will defend, indemnify
and hold harmless the University in any and all legal actions that seek to compel
the University to disclose under Maine's Freedom of Access Act some or all of your
submitted materials and/or contract, if any, executed between the University and
your entity.
1.2.4 Costs of Preparation
Respondent assumes all costs of preparation of the response and any
presentations necessary to the response process.
1.2.5 Authorization
Any Agreement for services that will, or may, result in the expenditure by the
University of $125,000 or more must be approved in writing by the Office of
Strategic Procurement, Chief Procurement Officer and it is not approved, valid or
effective until such written approval is granted.
Authorization. Any contract or agreement for services that will, or may, result in the
expenditure by the University of $125,000 or more must be approved in writing by
the Executive Director of Strategic Procurement & Services and it is not approved,
valid or effective until such written approval is granted.
Vice Chancellor for Finance and Administration approval is required of any
University of Maine System agreement of $125,000 or more, and it is not approved,
valid or effective until such written approval is granted.
Chief Business Officer approval is required of any campus specific agreement of
$125,000 or more, and it is not approved, valid or effective until such written
approval is granted.
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